At a Glance • Key Takeaways
- Automated Efficiency: Streamline online bookings, live availability scheduling, and customer communication without manual intervention.
- Live Capacity & Conflict Prevention: Prevent double-booking across staff, rooms, activity sessions, or rental fleet assets in real time.
- 0% Platform Booking Fees: SmartBookings does not charge transaction fees or take percentage cuts of your ticket sales or customer payments.
Overview: Taking Phone Enquiries Smoothly
Many commercial plant contractors, schools, and parents prefer calling to book bouncy castles, marquees, or mini diggers over the phone. SmartBookings provides an efficient staff order entry desk to check live date availability, quote exact delivery fees, and take payments.
Step-by-Step Phone Booking Flow
1 Click Add new booking in the left admin menu (opens bookResources.aspx?NewCust=1).
2 Select Date & Check Availability: Choose the customer's requested hire start and end dates. The system filters your product catalogue to display only items with remaining stock on those dates.
3 Delivery Postcode Quote: Enter the delivery postcode. The system calculates distance from your depot and quotes the exact delivery fee according to your mileage bands.
4 Customer Contact & Delivery Address: Enter the customer's name, mobile number, email, and full delivery site address.
5 Logistics Questions: Record surface type (grass, concrete, indoors), event start time, venue access windows, and gate clearance.
6 Taking Payment / Deposit:
- Card over Phone: Process live via Stripe or integrated virtual terminal.
- Deposit Only: Charge a £20-£50 booking deposit, leaving the remaining balance to be settled online or cash on delivery.
- Payment Link: Click Send payment link so the customer can enter their card details securely from their phone.
- BACS / Invoice: Generate an invoice for corporate clients or schools.
7 Click Complete Booking. A branded confirmation email with hire terms and arrival instructions is automatically dispatched to the customer.
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Frequently Asked Questions
How do office staff take phone orders and check asset availability quickly?
Using Book via Admin (bookResources.aspx), staff select the delivery date, pick available equipment from the live fleet grid, calculate delivery fees by postcode, and confirm the booking in under 60 seconds.
Can staff take a partial booking deposit over the phone?
Yes. Staff can record a custom deposit (e.g. £25 cash or card) and set the remaining balance to be collected on delivery day.
Can office staff send an instant card payment link to a telephone caller?
Yes. Staff can generate a secure 1-click payment link sent via SMS or email, allowing callers to pay their deposit securely on their mobile phone.
How do staff override prices or offer package discounts for loyal customers?
Staff with administrator privileges can edit the total price box directly on the admin screen to apply negotiated community discounts or charity rates.
Can hire contracts and terms be emailed immediately to the customer?
Yes. Upon completing the admin booking, SmartBookings dispatches an automated hire confirmation email containing terms of hire and payment receipts.
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